2008-001
Senate Transcripts and Audio Tapes
Student Services
| Records | Active retention (in office) | Semi-active (records centre) | Total retention | Final disposition |
|---|---|---|---|---|
| Transcripts | CY + 1 year | Nil | CY + 1 year | Full Retention |
| Audio Tapes | CY + 1 year | Nil | CY + 1 year | Destruction |
CY = Current calendar year; CFY = Current fiscal year; CS = Current semester; S/O = Superseded or obsolete; OPR = Office of Primary Responsibility; Non-OPR = All other departments.
Records documenting the deliberations of Senate and used to assist in the drafting of the official minutes of Senate meetings. The audio tapes are transcribed verbatim and then the transcriptions are condensed into the official minutes. Records also used as a reference aid for Senators who wish to review deliberations that occurred during their term of office.
Records include typed transcriptions, attendance rosters with typed names and corresponding signatures, and audio tapes.
The Registrar is designated as the Secretary of Senate under the University Act. At ¶¡ÏãÔ°AV, the Registrar has delegated to the Director, University Secretariat, responsibilities for the management of Senate and its committees. The Secretary is responsible for ensuring that the records of Senate are maintained appropriately.
The Office of Primary Responsibility (OPR) for this record series is Student Services because the Senate Assistant, who is responsible for drafting the minutes with reference to the audio tapes and transcripts, is located in Student Services. While the OPR is Student Services, the records form part of the Senate fonds.
See also:
RRSDA 1997-002, Senate Agendas, Minutes and Supporting Papers
These records are created, used, retained and managed in accordance with the following authorities:
A total retention period of "CY + 1 year" is a sufficient timeframe to allow for both the preparation of the Senate minutes and for consultative access by Senators wishing to review the records of past deliberations to confirm or clarify some point or issue.
TRANSFER TRANSCRIPTS
At the end of the active retention period (CY + 1 year), box and transfer the transcripts to the University Records Centre (URC). For each box prepare a box contents listing, itemizing all files contained in the box. Always include ONE copy of the file list inside the box sent to the URC taped to the underside of the lid; keep ONE copy for your own records; and send ONE copy (paper or electronic) to the Archives (see Procedures for Transferring Records to the University Records Centre).
DESTROY AUDIO TAPES
At the end of the total retention period (CY + 1 year) destroy the audio tapes by either erasing their contents or by confidential shredding. Contact Facilities Services to make arrangements.
RRSDA is in force.
Approved by the University Archivist: 6 May 2008